Program Proposal Application
Packet for
Short-Term Study Abroad
COUNTRY 2017
Office of Study Abroad and Global Experiences
Email: studyabroad@valenciacollege.edu
Ext. 3188 / MC DO-335
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FACULTY PROPOSAL TO LEAD
SHORT-TERM STUDY ABROAD 2017
Complete this application in full. If you have a co-program leader who will be sharing 50% teaching responsibilities, you
will complete one packet together. If you are partnering with another program leader who will be teaching a different
course, then you both must submit separate proposals. When you are done, print this document and submit with a copy
of the following:
1. Official course outline
2. Program itinerary
3. Program provider proposal that you are selecting
Obtain all the required signatures and send the original documents to the SAGE office (DO-335) by 5:00 p.m. on
Monday, February 29, 2016.
PART 1: PRIMARY PROGRAM LEADER INFORMATION
Complete Name:
Dean’s Name:
Work Phone:
Dean’s Phone:
Cell Phone:
Dean’s Office, MC:
Campus, Office, MC:
Discipline:
FT Contract Status:
Tenure Track Completion Date:
Anticipated Contract Status During Travel (i.e.,
6-6-0-2):
Study Abroad Certificate Completion Date:
Describe your experience in detail with study
abroad, international travel, the host country
language, and the proposed host country
location.
How do the proposed program dates fit with
your teaching obligations during the term of
travel? Valencia requires that your program not
interfere with your assigned teaching load, and a
study abroad course will be assigned as an
overload. You must ensure that your supervisor
understands the workload that you will take on
with this program and has approved it.
What percentage of the in-country instruction
will you provide?
Will you split the payment of this course with the
co-program leader?
Are you planning on taking family members? If
yes, please explain who will be traveling with
you. Be sure to read the family member policy
on the SAGE website (Lead a Study Abroad
Program page).
The SAGE Office will supply you with an iPad
with all the program documents, unless you
have your own tablet that you will be bringing.
Please specify your needs.
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PART 2: CO-PROGRAM LEADER INFORMATION
Complete Name:
Dean’s Name:
Work Phone:
Dean’s Phone:
Cell Phone:
Dean’s Office, MC:
Campus, Office, MC:
Discipline:
FT Contract Status:
Tenure Track Completion Date:
Anticipated Contract Status During Travel (i.e.,
6-6-0-2):
Study Abroad Certificate Completion Date:
Describe your experience in detail with study
abroad, international travel, the host country
language, and the proposed host country
location.
How do the proposed program dates fit with
your teaching obligations during the term of
travel? Valencia requires that your program not
interfere with your assigned teaching load, and a
study abroad course will be assigned as an
overload. You must ensure that your supervisor
understands the workload that you will take on
with this program and has approved it.
What percentage of the in-country instruction
will you provide?
Will you split the payment of this course with the
co-program leader?
Are you planning on taking family members? If
yes, please explain who will be traveling with
you. Be sure to read the family member policy
on the SAGE website (Lead a Study Abroad
Program page).
The SAGE Office will supply you with an iPad
with all the program documents, unless you
have your own tablet that you will be bringing.
Please specify your needs.
PART 3: PROGRAM & COURSE INFORMATION:
Country #1:
Cities #1:
Country #2:
Cities #2:
Course Prefix/#:
Course Title:
Term:
Travel Dates:
No. of Credits:
Course Prerequisites:
How many predeparture meetings do you plan on holding and for how many hours each?
How many re-entry meetings do you plan on holding and for how many hours each?
Will transient or non-credit students be considered for the program? (no scholarships)
Will you need an online Blackboard course set up?
Will you have a first-come, first-serve application process or committee review?
Are you running this program in partnership with any other college or university?
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DESTINATION: Why is this destination (these
destinations) important to achieving your course
learning outcomes?
PROGRAM OVERVIEW: This information will go
on the program webpage. It should be a detailed
description of the program that will entice
students to enroll. It should focus on the
program destination/s and what students will
learn. Be sure to highlight the cross-cultural
component/s of the course.
COURSE DESCRIPTION: This information will
go on the program webpage. You can use the
official course description and add to it as
needed to encompass the entire study abroad
learning experience.
INTERNATIONAL INTERNSHIP: Please describe
any internship option to students in detail.
INTERNATIONAL SERVICE LEARNING: Please
describe any service learning option to students
in detail.
THINGS STUDENTS SHOULD CONSIDER
BEFORE THEY APPLY: This information will go
on the program webpage. List all things that
students may find uncomfortable about this
experience that is important to know before
applying (i.e., travel in small aircraft, travel by
boat or ferry, no air-conditioning, lots of
walking, inability to accommodate special
dietary needs, etc.).
PART 4: CURRICULUM OUTLINE
You must list the course learning outcomes included on the official course outline and add global learning outcomes if they are not
already part of the course. You will need to include outcomes that teach to the country and culture of each destination. Be sure to list
all the learning activities associated with the program. Verify the activities listed on your program provider's proposal, and then add
any additional items in. It is suggested that you develop your program itinerary first (that will be a Word document that you upload),
so you can plan out each day, and then complete this section. Then list the link to the outcomes on your program itinerary when you
are done. List the learning activities that will be done for each outcome by predeparture, in-country, and re-entry. List the
assessment methods that you plan to use to assess each outcome
LEARNING OUTCOME #1
Assessment Method/s
Predeparture Learning Activities
In-Country Learning Activities
Re-Entry Learning Activities
LEARNING OUTCOME #2
Assessment Method/s
Predeparture Learning Activities
In-Country Learning Activities
Re-Entry Learning Activities
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LEARNING OUTCOME #3
Assessment Method/s
Predeparture Learning Activities
In-Country Learning Activities
Re-Entry Learning Activities
LEARNING OUTCOME #4
Assessment Method/s
Predeparture Learning Activities
In-Country Learning Activities
Re-Entry Learning Activities
LEARNING OUTCOME #5
Assessment Method/s
Predeparture Learning Activities
In-Country Learning Activities
Re-Entry Learning Activities
LEARNING OUTCOME #6
Assessment Method/s
Predeparture Learning Activities
In-Country Learning Activities
Re-Entry Learning Activities
LEARNING OUTCOME #7
Assessment Method/s
Predeparture Learning Activities
In-Country Learning Activities
Re-Entry Learning Activities
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PART 5: PROGRAM PROVIDER & BUDGET
Use your program provider's proposal and fill in the amounts below. Note that not all fields need to be completed if you have
a flat program fee that is inclusive of transportation, accommodation, meals, etc. Only itemize the costs that are separately
listed in the proposal. Some items are required by SAGE. List mounts in U.S. dollars and round cents up to the nearest dollar.
Follow the instructions in the last column to calculate the per person fee. Remember that any costs associated with the faculty
must be divided out among all the students. YOU MUST HAVE THREE QUOTES ON FILE FOR AUDITING PURPOSES, BUT
YOU ONLY NEED TO UPLOAD THE PROPOSAL OF THE SELECTED PROVIDER AT THE END OF THIS APPLICATION.
PROGRAM PROVIDER AND CONTACT INFORMATION
Include company name, contact person, phone number, and email.
DESCRIBE THE ACCOMMODATIONS
Enter the name of each hotel, the number of stars, the number of students per room, and the number of faculty per room
(usually singles). If homestays are used, describe how they are screened and selected.
What items are included with the program fee and not included in the program fee? Please list all from the program
proposal.
INCLUDED:
NOT INCLUDED

List

List
Describe any kind of free promotion ratio of students to faculty.
List the three vendors that you received a quote/proposal from for this student abroad program. NOTE: Not required for
programs under a Memorandum of Understanding or Consortium programs.
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Projected Number of Students Traveling (use this number for the calculations below):_________
PROGRAM EXPENSE
Program Registration
Fee
Airline Ticket
(Estimated)
Travel Agent Fees
Accommodations
Meals
Ground
Transportation
Tours/Entrance Fees:
Guest Lectures and/or
Meeting Room
Rentals
Internet Access
(entire program
duration cost)
Marketing Materials
Medical/Trip
Insurance
Visa (if applicable)
Discretionary Funds
Cell Phone Minutes
Exchange Rate
Difference
Other
Other
Estimated Per Person
Program Fee Total
PER PERSON
COST
DESCRIPTION
Take the per person amount x the number of students + any costs for faculty.
Divide by the total number of students: $3000 x 10 Ss + $1500 = $31,500 /10 =
$3150.
Take the per person airline ticket x the number of students + faculty and divide by
the total number of students: $1500 x 11 participants total / 10 students = $1650.
This is required if the SAGE office purchases your airline tickets: $15.50 x the
number of students + faculty and divide by the total number of students: $15.50 x
11 = $17.05.
Calculate the number of hotel rooms you will need based on the total number of
students, the number per room, and gender, add a private room for each faculty
member, include all taxes. Multiply by the total number of nights. Be sure to
calculate based on the current exchange rate and enter as U.S. dollars. Add up the
total and divide by the total number of students: 10 students in 4 rooms + 1 faculty
room is 5 rooms at $375 per night including taxes x 9 nights: $375 x 5 x 9 =
$16,875 / 10 = $1688.
Some meals are usually included in the program fee. Students must pay for
additional meals out of pocket. If you would like to have a group meal and include
in the cost of the program, estimate the per person amount, add the faculty and
divide by the total number of students: $50 x 11 = $550 / 10 = $55.
Calculate all ground transportation and airport transfers NOT included in the
program fee. Calculate the total per person amount x the number of students +
faculty divided by the total number of students: $125 x 11 = $1375 / 10 = $138.
Calculate all entrance fees NOT included in the program fee. Calculate the total
per person amount x the number of students + faculty divided by the total number
of students: $25 x 11 = $275 / 10 = $28.
Take the total amount and divide by the total number of students: $500 / 10 = $50.
Take the total amount and divide by the number of students: $100 / 10 = $10.
Hotels usually charge a daily rate for this if it is not free. You will need to find out in
advance.
THIS IS A REQUIRED SAGE FEE. It is $10 per student
THIS IS A REQUIRED SAGE FEE FOR MOST PROGRAMS. Please contact the
SAGE office in advance for more information. The cost is $25 per student.
Some countries require all individuals to secure visas (i.e., Brazil, China). This
does NOT apply for India. Students will purchase the visa separately. Take the
visa fee and multiple by the number of students plus faculty and divide by the total
number of students: $170 x 11 = $1870 / 10 = $187.
THIS IS A REQUIRED SAGE FEE. It is $200 divided by the total number of
students
Be sure to find out if the provider charges in dollars or the foreign currency. Budget
5% of the total anticipated costs with the program provider and divide by the total
number of students.
Enter the expense item. Add up the total amount and divide by the number of
students.
Enter the expense item. Add up the total amount and divide by the number of
students.
Enter the expense item. Add up the total amount and divide by the number of
students.
Add up all the items in the second column. Be sure to check your total!
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PART 6: SAFETY & EMERGENCY PREPARATION
Will there be an on-site tour operator with you throughout the program? _____ YES
_____ NO
If you do not have a co-program leader or an in-country tour guide, please provide a name, contact information, and
relationship of this person to the program who will be your back up in the event that something happens to you or you must
separate yourself from the group.
Has the country been listed on the Dept. of State's Travel Warning List within the last year? If yes, please explain the
circumstances.
It is required that the primary program leader have access to email or telephone service during the program in the event
that he or she needs to be reached. Describe in detail what communication access you will have, where you will be able to
access it, and how often. Also describe the access that students will have as well. Be sure to check with your program
provider or hotel to find out the reliability as it may not be to the same standards as in the United States.
What structured free time activities will you provide for students? What requirements will you have for students who want
to do sightseeing on their own? What requirements will you have for students regarding curfews?
There are always inherent risks with study abroad. Based on research that you have done or prior experience in the host
country, please list the things that students will be exposed to that may impact their safety. Please describe how you will
minimize possible risks for students. Examples include crime, political instability, dangerous animals/reptiles/insects,
foreign language challenges, international events, etc.
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PART 7: PROGRAM LEADER AGREEMENT SIGN OFF
As the program leader and co-program leader (if applicable), I/we agree to the following responsibilities to lead a study abroad
program:
1. Program Set Up: Set up will require you to regularly communicate on a variety of items with SAGE as soon as this proposal is
approved. As part of this set-up process, you are required to attend the MANDATORY program leader update meeting and review
and approve a variety of materials. This means regularly communicating (1-2 times per week) with SAGE throughout the summer
and fall prior to your program.
2. Academic Content: Create and assess the academic content of the program, including establishing global learning outcomes;
create a syllabus, course description, course materials, and a pre- and post-assessments to demonstrate achievement of the stated
course learning outcomes; perform advising for potential applicants; facilitate lectures, classroom/field instruction, and cross-cultural
awareness training for students.
3. Program Itinerary: Include all activities that students will participate in during the program, including free time, meals, and
transportation. Any major changes to the program from the details in this proposal must be approved in advance or by the dean and
campus president. This includes changes in travel dates, destinations, or change of a program leader. There must be 45 hours of
academic engagement for every one credit hour in the program itinerary.
4. Travel and Logistical Arrangements: Communicate with SAGE and work with the program provider to arrange program logistics,
including air and ground transportation, accommodations, meals, and excursions. SAGE will handle program provider communication
and payments. Faculty doing custom programs must be approved in advance by SAGE and take on the majority of the program
logistics and payments.
5. Marketing and Recruitment: Conduct program-specific marketing efforts and recruit students into the program. Create/proof copy
for flyers, brochures, posters, email blasts, rack cards, and website.
6. Screening and Selection of Students: Read all student applications and make recommendations for students into the program.
SAGE will review for scholarship eligibility and send final acceptance notifications to students. Applications will be accepted on a
first-time, first come basis. Consider gender for rooming situations and plan for budget impact. Maintain a waitlist of qualified
applicants.
7. Predeparture & Re-Entry Meetings: Facilitate a sufficient number of predeparture meetings for the number of credit hours for the
course, attend the SAGE general orientation session along with students, and review the program booklet / course syllabus
requirements. Facilitate at least one re-entry meeting and assist in the close-out process for students.
8. Course Registration and Payments: Ensure that all program participants are registered for this course, and understand the
program payment process. Direct students who wish to use their financial aid for these programs to the Answer Center or academic
advisor for information.
9. Scholarships: Ensure that students are aware that they must receive at least a C in the course in order to keep their funding, and
if they break the Student Code of Conduct, they may lose their scholarship funding.
10. General Supervision of Students: Supervise and direct students in the academic and cross-cultural goals of the program, both
while in the U.S. and while in the host country. You are the primary adult responsible for the supervision and welfare of the students
participating. Supervise and monitor each student’s conformance to the College’s policies, procedures, and rules of conduct
including the "no alcohol" policy. Contact the Emergency Response Team immediately if there are any situations while overseas.
11. Safety: Read the Safety and Emergency-Crisis Management Plan for International Travel and ensure that all procedures are
followed with regard to student safety and emergency response. Enforce all College policies while abroad and report any incidents
to the SAGE Office upon return. If the proposed country appears on the Department of State Warning List at any time prior to
departure, approval will be required to run the program. The request must be approved by the dean, campus president, and legal
counsel for the College.
12. Close Out: Close out the program upon return to the U.S. within TWO WEEKS. Ensure that students complete the online program
evaluation and create thank you cards. Send all thank you cards to the SAGE Office as ONE PACKET. Upload photos to the SAGE
Flickr account. Submit copies of all receipts. Send in the emergency equipment, phone, and other SAGE-issued items to the SAGE
office. Obtain signatures on the per diem form (the SAGE office will prepare this form).
13. Following Procedures: All program leaders are required to follow the procedures, guidelines, and deadlines dates established by
the SAGE Study Abroad Committee and published in the SAGE Program Leader Handbook. In addition, collegiality and professional
behavior will be considered by the Study Abroad Committee and will impact the approval of faculty-led study abroad and international
internship proposals.
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PLEASE INITIAL NEXT TO EACH ITEM:
PRIMARY
PL
______
CO-PL
______
I have read this agreement in full and accept the terms and conditions of leading a study abroad
program.
______
______
I have received a copy of the 2015-2016 Study Abroad Program Leader’s Resource Manual.
______
______
I have read the Safety and Emergency/Crisis Management Plan for Study Abroad.
______
______
I understand that alcohol is not permitted on this program for students or faculty.
______
______
I understand that there may be sanctions for not following SAGE policies and procedures for
leading a study abroad program.
Primary Program Leader's Name / Signature / Date:
Co-Program Leader's Name / Signature / Date:
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
PART 8: AUTHORIZATION SIGNATURES
In order to submit this proposal to the SAGE Study Abroad Committee, you must have your Dean and Campus President
signatures below. Use jpeg signatures or scan this page to send the entire proposal and all attachments by email.
Dean’s Name / Signature / Date:
Campus President’s Name / Signature / Date:
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
__________________________________
SUBMISSION INSTRUCTIONS
1. Print out this packet and the following attachments SINGLE-SIDED, NO STAPLES, ONE PAPERCLIP OR
BINDER CLIP. No binders or additional documents other than what is listed below:
o Official course outline
o Program itinerary
o Program provider proposal that you are selecting
2. Obtain all signatures.
3. Send to the SAGE office by email to studyabroad@valenciacollege.edu or interoffice mail at DO-335 by the
deadline date listed below:
Due: Monday, February 29 at 5:00pm
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